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Minutes - 2011 - Eagle Public Library - 02/07/2011 - Regular EAGLE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES February 7, 2011 Community Room Board President Mary Berent called the EPL Board of Trustees meeting to order at 7:05 PM. Present were Board Members Margo Walter and Nancy Marshall. Also present were Ron Baker, Library Director, Jeanie Comerford, Operations Manager, and Terri Lenigan, Administrative Assistant. Council Liaison Norm Semanko arrived at 7:08 PM. Maureen Germano made a motion that the agenda, with the additional items for the Director's Report, exterior building signs, refinance of building bond, and permanent record storage be approved; Nancy Marshall seconded the motion and the agenda was unanimously approved. Maureen Germano made a motion that the minutes for the 10 January 2011 meeting be approved; Nancy Marshall seconded the motion and the minutes were unanimously approved. Maureen Germano made a motion that the bills be approved for payment; Nancy Marshall seconded the motion and the bills were unanimously approved for payment. Friends of the Library Report(Friends' President) Due to the absence of the Friends' President, no report was submitted. However, Director Baker did note that donations keep pouring in for the upcoming"Overstock" sale on 19 February. Director's Report Statistical reports (handout): Circulation for the first four months of FY 2010/11 project out for 325,000 for this year. The Collection number is down due to an aggressive weeding of multiple copies of adult fiction. Reciprocal borrowing remains steady at 16% for BPL, 13% for ACL, and 64% for EPL. Councilman Grasser has requested a report on how the increased open hours have affected income from fines and fees. Compact shelving project cancelled: Since the Sheriffs Department will not be relocated to City Hall, there is no reason to remodel and move the compact shelving to the Library. Model for shelving extension (walk-about): To help relieve our shelving problem, made to specification end- of-range shelving was installed for the large print collection. This will become the model for other end-of-range shelving. The cost of$312 is quite reasonable given the materials and workmanship involved. Annual Report to Idaho Commission for Libraries: The Report was submitted early, well before the deadline of 31 January 2011. Shared/EPL ADMIN/Board Minutes 07 Feb 2011 1 Connectivity project, update: One new DSL line has been installed. However, we will not be able to use this line until the frame relay has been replaced with the VPN (Virtual Private Network) system, currently scheduled for March 2011. We anticipate a problem with filtering for the public Internet computers. The last two companies we have used have either gone out of business or are about to do so. The free open source systems are only available in an on/off mode for the whole network of computers. We need to be able to filter each public tech lab computer separately as needed. Network Communications Systems, our computer maintenance vendor, is investigating this problem, as is our in-house IT Specialist. We plan to purchase an appliance for the server which allows each station to be filtered separately. The cost of$1,200 for this equipment will be taken from the server fund. Director's report to the Council, 8 February 2011: Director Baker will update the Council regarding Library issues. Mayor's State of the City address, 8 February 2011, noon at Nazarene Church: Director Baker and some of the Management Team will attend the Mayor's address. Chamber's Customer Appreciation Day: The Library will have a booth at this year's Customer Appreciation Day on 12 February 2011 at the Nazarene Church. Activities have been planned and coordinated by Jeanie Comerford, Operations Manager, and Terri Lenigan, Administrative Assistant. In addition to handing out literature featuring library programs and services, a coloring contest will be open to children and the prize will be a book bag of age appropriate books to be awarded on 23 February 2011. Crayons were donated by Applebee's Bar and Grill, Garden City, Idaho. Carol Berry, Circulation Manager, and Vicki Prin, Library Assistant will also staff the booth. Exterior building signs: In accord with City ordinance, the exterior building signs announcing Library hours will be taken down. They have served a useful purpose during a period of cutbacks and changing hours. Refinance of building bond: In 2006, the building bond was refinanced. which represented considerable cost savings for the city. The re-financed loan will be repaid in full by 2017. Permanent record storage: The City Clerk is responsible for all permanent record keeping. These records include Library Board minutes and all financial records. Currently, she is copying the paper records into laser fiche format. The intent is to store the original paper records at the State Historical Archive facility. We may keep these paper records at the Library providing we have fire safe cabinets to store them in. Terri Lenigan is obtaining quotes for these cabinets. Library Liaison/City Hall Reports (Councilman Semanko) Highlights of a very busy Council schedule include review of the annual audit report, the water settlement with M3 development, a workshop on the Down Town Development Plan, the conversion of the Orville Jackson building into an entertainment center, the final plat for the Fred Meyer shopping center, and a Town Hall meeting scheduled for 15 February at 6:30 PM. An executive session is planned to discuss the Pooley vs. the City proposed settlement. Shared/EPL ADMIN/Board Minutes 07 Feb 2011 2 Unfinished Business Board member vacancy and replacement (Action Item?): Gretchen Gilbert. President of the Chamber of Commerce, has sent a notice announcing our vacancy and to solicit particularly any members of the financial community interested in becoming a Trustee. An announcement will also be made by the Mayor at the State of the City address. Strategic Plan: update, workshop date, and handout: Work progresses with many sections being re-written, edited, or completed. Several meetings are scheduled to discuss goals for the plan and budget requirements for the next two years: 15 Feb—Management Team will discuss and draft goals 17 Feb—Joint meeting with Board and Committee members to discuss and refine draft goals 24 Feb — Staff meeting to review and give their input regarding these draft goals 3M workstation scanner issue: 3M has issued a new maintenance contract with the same terms as the previous contract. The faulty scanner has been replaced again; however, it is already having problems reading some bar codes. Should our workstations fail, 3M has suggested an upgraded station which does not include a desensitizer. This would add an additional step to check-in and check-out functions. At $11,000 per workstation, this solution is not acceptable. The next level of technology would be to convert to an RFID reader. However, the initial cost to convert is around $34,000. RFID chips cost .290 each; the cost to chip our current collection would be $22,000. Readers cost $3,000 each times four readers or $12,000. It is estimated that an additional $900 would be necessary each year to continue chipping new materials. The City Attorney has drafted a letter to 3M explaining our concerns and requirements. During discussion, the Board feels that the letter should be very clear on exactly what the Library requires. An alternative solution should be included to offer a mutual resolution acceptable to each party. We should explore discounts and other possible reductions in costs. The Board would like the attorney to redraft the letter to include these points. New Business Reallocation 0. 01,8-19.981 from Library Reserve to new accounts (Action Item): It had been our understanding that the donation account was a`'pass through" account and any monies left there at the end of the year were rolled over to the next fiscal year. We have been informed by the City Treasurer that there are no rolled over accounts for operational funds and that all left over money is considered part of the Library's carry forward. Only restricted accounts may be rolled over. There was $1,950.59 left in the donation account at the end of FY 2009/10. Therefore, staff would like the Board to authorize reimbursement of these funds from the Reserve back into Account .41-00, Grants, Gifts and Memorials. Maureen Germano made the motion to authorize $1,950.59 be removed from the Library Reserve and into Account .41-00 Grants, Gifts and Memorials. Nancy Marshall seconded the motion which passed unanimously. shared/EPL ADMIN/Board Minutes 07 1=eh 2011 3 Additional Items or Comments There were no additional items or comments. Selection of the Next Meeting Date The next meeting of the EPL Board of Trustees will be 7 March 2011, at 7:00 PM in the Library Community Room. Adjournment President Berent adjourned the meeting at 9:01 PM Respectfully submitted, Terri T. Lenigan Administrative Assistant Motions: Reallocation of$1950.59 from Library Reserve to Account .41-00 Grants, Gifts and Memorials Topics: Compact shelving project canceled End-of-range shelving model Connectivity project update Mayor's State of the City address Customer Appreciation Day Board vacancy and replacement update Strategic Plan update 3M workstation update Reallocation of monies from reserve to donation account shared/EPL ADMIN/Board Minutes 07 Feb 2011 4